Mailroom Clerk

Job Description

JOB INFORMATION

Title:

Mailroom Clerk

Officer Title:

Grade:

12

FLSA Classification:

Non-Exempt

Date Last Edited:

3/5/2024

Reports To:

Supervisor General Services

Department:

Physical Operations and Security

URL Link

https://hvfcu.jdxpert.com/ShowJob.aspx?EntityID=2&jobcode=450

PRIMARY FUNCTION

Sort and deliver external and internal mail throughout the organization.  Ensure all copier and fax machines are operating properly and prepare all outgoing daily courier deliveries.

•

Sort and deliver incoming and outgoing mail throughout the Credit Union, including interoffice correspondence and incoming shipments of supplies and materials

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Ensure all outgoing mail/shipments are completed properly and sent on time. Utilize mail system for shipping and tracking, and coordinate services with vendors, including, but not limited to, Fed Ex, UPS, and US Post Office.

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Maintain toner, paper and other printer components. Troubleshoot and fix copier and fax jams and /or toner replacements. Report problems to supervisor, or assistant, and appropriate vendor when necessary.

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Answer General Services’ department phone and directs incoming calls to appropriate personnel.

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Process routine as well as unplanned department mailings. Prioritize work as needed and maintain appropriate stock of supplies.

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Collect and return all confidential recycling as scheduled. Maintain security of content until pick-up.

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Provide coverage/support to Corporate Office Service Representative. Follow safety procedures when providing visitor access to HVCU. Utilize temporary badge system to process visitors.

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Adhere to all Credit Union policies, procedures, and regulatory agency requirements. Participate in all required and recommended training and development including, but not limited to, Bank Secrecy Act training (BSA) and demonstrate attained knowledge. Participate on Credit Union teams, projects and strategic initiatives when the opportunity arises. Perform additional duties and special projects as assigned.

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Embrace and apply HVCU’s guiding principles to all activities and responsibilities. This includes the Credit Union’s Mission, Vision, Core Values, Employee and Member Value Propositions, Sales and Service Model, and commitment to Lean Six Sigma practices. Support the Credit Union’s initiatives by demonstrating teamwork and professionalism.

•

Responsible for regular and predictable attendance including punctuality.

High School Diploma, General Education Development (GED) certificate, or state authorized high school equivalent certificate.

X

Valid driver’s license

X

Minimum 1 Year

Experience in a customer service environment

X

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Maintain a high level of attention to detail and accuracy.

•

Ability to read, understand and interpret documents, procedures and policies.

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Ability to work in a fast-paced environment and deal with a variety of internal/external customer and vendor situations.

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Intermediate verbal, written and presentation skills.

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Ability to multi-task in a fast-paced work environment.

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Basic proficiency in Microsoft Office Software (Word, Excel, Outlook, PowerPoint, etc.)

PHYSICAL DEMANDS

Frequency

Physical Demand

Weight (lbs.)

Frequently

Required to communicate verbally

Frequently

Normal range of vision and hearing abilities required

Frequently

Lift and/or move objects

50

Frequently

Travel outside of work location to provide applicable technical/physical support

Occasionally

Travel outside of work location to cover in other locations and to attend meetings and training programs

Frequently

Required to skillfully operate a computer, telephone and other standard office equipment

Frequently

Mobility to stand and walk

WORK ENVIRONMENT

•

Typically the noise level in the work environment is moderate.

•

May experience occasional job stress in dealing with difficult situations and/or high volume.

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High energy, high impact atmosphere.

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There are no significant hazardous conditions.

View Competencies

Accuracy and Attention to Detail

Understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.

Level 2

1. Processes limited amounts of detailed information with good accuracy.

2. Utilizes specific approaches and tools for checking and cross-checking outputs.

3. Develops and uses checklists to insure that information goes out error-free.

4. Accurately gauges the impact and cost of errors, omissions, and oversights.

5. Learns from mistakes and applies lessons learned.

Postal Item Record Management

Knowledge of postal item record management policies and procedures; ability to establish, use and maintain accurate and up-to-date postal item records for an organization.

Level 2

1. Logs postal item data into a computer and maintains computerized records.

2. Identifies and uses technology to support postal item record management.

3. Tracks mail or package delivery information throughout the work flow process.

4. Reports barriers to the adoption and widespread use of postal item records management.

5. Maintains a register of special postal items for different legal and stock control purposes.

Service Excellence

Consistently incorporates Hudson Valley's member and employee value proposition, reinforcing organizational culture and brand differentiators.

Level 1

1. Anticipates and meets the needs of both internal and external customers. Delivers high quality service and is committed to continuous improvement.

2. Consults with management on modifying business processes to enhance service delivery. Monitors own work to ensure quality and apply feedback to improve performance.

3. Integrates core values into the way work is done and how relationships are conducted.

4. Possesses knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.

5. Tailors communications based on others’ needs, motivations and agendas.

Flexibility and Adaptability

Adapts as needed; knowledge of successful approaches, tools, and techniques for dealing with changes and adapting to a changing environment.

Level 2

1. Accepts new or radical ideas with an open mind; avoids snap reactions.

2. Adjusts to new or changing assignments, processes, and people.

3. Demonstrates ability to successfully manage multiple tasks and priorities.

4. Demonstrates willingness to listen to other opinions.

5. Identifies and considers alternative approaches to situations or problems.

Work Standards

Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments or tasks.

Level 2

1. Documents how results were obtained to support knowledge transfer and best practices.

2. Helps others drive tasks to completion as appropriate.

3. Holds self and others accountable for delivering on all commitments.

4. Identifies actions necessary to achieve task completion and to obtain results. Meets schedules, deadlines, and performance goals.

5. Recognizes the need for assistance and secures additional resources as needed. Escalates issues and unusual findings that could have an adverse impact on the business.

6. Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to role.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee in this position.  Additional functions and requirements may be assigned by supervisors as deemed appropriate, with or without notice.

Nothing contained in this material creates a contract of employment between an employee and Hudson Valley Credit Union or otherwise alters the at-will nature of the employment relationship.

Are you able to perform the essential functions listed in this job description with or without reasonable accommodation?  YES_______  NO_______

By signing below you certify that you have received this job description and understand the requirements, essential functions and duties of the position.  If you are currently employed in this position, your signature acknowledge that this job description accurately describes the position, including its essential functions.

Name:  _____________________________________________

Signature: _____________________________________________

Date:  _____________________________________________ 

Please also note that Hudson Valley Credit Union respects the religious beliefs and practices of employees and will, on request, reasonably accommodate its employees when a reasonable accommodation is available that does not create an undue hardship on the Credit Union’s business.  Therefore, unavailability for work due to religious observances or practices may not be a bar to employment.